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PA & Office Coordinator

2 months ago

Oxford, United Kingdom Page Personnel Finance Full time

This is a super exciting opportunity for an experienced administrator professional who is looking to join a friendly and highly respected organisation.

As a PA & Office Coordinator, your main responsibility will be to provide additional PA support and effective cover for the other PAs in the office, whilst taking control of the office's administration and coordination.

Client Details

My client, who are based in Botley, are looking to recruit a PA & Office Coordinator to join their sociable and close-knit working environment.

They are a reputable and highly respected law firm who offer exceptional career progression opportunities - they are a leading organisation within their field

Description

Key responsibilities of the PA & Office Coordinator will be to:

  • Answer external and internal calls and ensure accurate messages are taken.
  • Acting as a first point of contact on behalf of the team, fielding calls, emails, correspondence and meeting requests (both internally and from clients).
  • Assisting with calendar management, including scheduling calls/meetings.
  • Using Microsoft Office, Outlook, DMS, Teams/Zoom, and other associated equipment to answer external/internal calls.
  • To support fee-earners in the smooth running of the client/matter lifecycle, following documented procedures, and working closely with internal client on-boarding and compliance specialists to ensure all required information/documentation is obtained, issued and correctly stored on the Firm's systems.
  • Full management of travel and expenses for assigned team members, ensuring business travel is booked via the Firm's in-house provider.
  • Arrange handover meeting at start and end of cover period.
  • Supporting our Archives Team in reviewing and processing archived documentation. This may include organising legal documents, destroying files, and re-cataloguing items.
  • Organising business breakfasts, dinners or smaller events.
  • Ad-hoc admin tasks as and when required.
  • Meeting and greeting clients in reception with a smile in a friendly, professional and courteous manner and offering them refreshments.
  • Ensuring that the spaces and meeting room are presented to the highest possible standard.
  • Taking inventory of stationery and office supplies and ordering via facilities to maintain stock in the office.
  • Maintaining the ink and paper levels for the printers and reporting any technical issues related to these or any other equipment.
  • Ensuring the kitchen area is fully stocked, clean, tidy, and that the coffee machine is replenished and cleaned regularly.
  • Liaising with other internal departments to obtain specialist input as needed, taking ownership of issues and following up where appropriate.
  • Liaise with any Oxford premises management and operations team.
  • Collate outgoing post daily; this includes printing, photocopying, scanning and filing/e-filing.

Profile

The ideal PA & Office Coordinator will have:

  • Helped assisted with the smooth running of an office
  • Previous experience gained in an administrative role supporting a team in a similar professional services environment (ideally legal).
  • Excellent IT skills across a broad range of MS Office.
  • Excellent telephone manner and outstanding customer services skills.
  • Strong time management skills and the ability to multitask.
  • Excellent attention to detail, even when under pressure.
  • Self-motivated team player who takes ownership and responsibility for tasks.
  • Well-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.
  • High levels of discretion, with the ability to deal effectively with sensitive or confidential information.

Job Offer

Benefits include:

  • Competitive salary
  • Annual bonus
  • Generous annual leave package
  • Great career progression opportunities
  • Working for an expanding company
  • Full training and mentoring provided
  • Amazing work incentives
  • Access to many other excellent perks, discounts and benefits for you and your family